The OLLIE Foundation is a St Albans based Suicide Prevention Charity operating across the Home Counties. The Foundation provides a range of early intervention and prevention, as well as crisis intervention and post-vention training to young people, parents and professionals. As experts in our field, we routinely train GPs, teachers and A&E staff and give talks and wellbeing assemblies in schools and to community groups. Although driven by our commitment to prevent youth suicide, our training and talks are relevant to EVERYONE. 

The successful candidate will be a highly motivated and passionate individual able to manage their own diary, working mainly from home but with weekly office days and flexibility to work across Herts and work some weekends and evenings when needed. Would suit ambitious graduate or experienced administrator. As the Executive Assistant to the CEO you will also provide administrative support to the wider team, including diary management, maintaining and improving existing systems, procedures and records along with setting up new systems as required.

This job requires great communications skills and there is an expectation to be able to network and work closely with a range of partners, including the Police, NHS staff, teachers, parents and carers, as well as young people.

As Executive Assistant to the CEO you will:

1. Line manage staff and volunteers

2. Help manage the office and all associated admin tasks

3. Oversee orders for resources and merchandise and ensure they are delivered as needed

4. Support bid and report writing

5. Closely monitor and evaluate the impact of the work we do and outcomes achieved.

6. Work effectively from home but able to travel to a range of meetings and talks across the Home Counties

7. Work in a fast-paced environment, able to manage competing deadlines

8. Maintain attention to detail with a high level of accuracy

9. Have a proactive approach to working from home and able to interface with the public as needed

The ideal candidate will have the following experience, skills and qualifications:

• A confident public speaker.
• Success in building relationships and working collaboratively with a range of partners.
• Ability to work on their own, plan and organise effectively, prioritise workloads and meet deadlines.
• Ability to contribute towards internal and external evaluation processes. 
• Proficient IT skills.  
• A passion to make a difference through mentoring and training. 
• A full and valid UK driving licence with access to a vehicle for business use.
• Excellent communication skills.
• Emotionally mature, able to manage their wellbeing in an environment where suicide and bereavement is a constant.

Applicants will need to have a flexible approach to work, available to attend or manage weekend and evening events as needed.  In return for their dedication and commitment, we will support and develop the successful candidate with options to train to deliver curriculum and talks.  This role has the potential to develop and for working hours to extend.

There is an opportunity to develop the role to include community advocacy, training and workshop delivery. As demand for our services grow, the post holder will become a crucial and highly valued member of our team, supporting the CEO, providing admin support, and often acting as the first point of contact for our charity. This is a unique position for the right person to be part of a dynamic and growing organisation making a difference to the communities it works with. 

Owing to the nature of this position, any offer of employment will be subject to a satisfactory disclosure report from the Disclosure and Barring Service.

An exciting opportunity to be an Executive Assistant to CEO and Chair, working for a not-for-profit organisation based in London.

Client Details

A not-for-profit organisation based in London.

Description

The EA to CEO and Chair will be responsible for:

• Managing the diary of the CEO and Chair
• Travel arrangements
• Managing relationships on behalf of the CEO and Chair
• Managing the budget of the CEO and Chair
• Supervising other PA's

Profile

The EA to CEO and Chair will have:

• Extensive EA experience, managing multiple dairies in a busy work environment
• Strong communication skills, both written and verbal
• Strong time management and organisational skills
• Experience in dealing with private and confidential information
• Microsoft Office abilities

Job Offer

A salary of £36,235-41,458, including annual leave and pension.

Impetus transforms the lives of young people from disadvantaged backgrounds by ensuring they get the right support to succeed in school, in work and in life. Impetus is one of the first organisations in the UK to apply a venture philanthropy approach to the not-for-profit sector – providing its charity partners with grant funding, and the expertise of an internal investment team and extensive pro bono network. Impetus finds out what works by combining the lessons from charity partners with new research to influence decision-makers so all young people can get the support they need.

Impetus’s focus on impact extends beyond their work with their partner organisations. Together with the Sutton Trust, they founded the Education Endowment Foundation – the Department for Education’s What Works Centre for educational attainment. In 2019, Impetus and partners secured a £200m endowment from the Home Office to run the Youth Endowment Fund, the What Works Centre for preventing youth offending.

At this exciting time of growth for Impetus, the Trustees seek to appoint a new Chief Executive Officer. Building on a strong existing platform, the new CEO will provide clear, strategic leadership in a changing external environment, ensuring that Impetus influences the national debate on how we achieve the best outcomes for young people; identifying and investing in programmes that improve the life chances of the next generation. The CEO leads a team of 35 and oversees the delivery of up to £35m of annual value to Impetus charities and YEF grantees.

The successful candidate will bring a proven track record of strategic leadership with first class influencing, relationship building and advocacy skills as well as the capacity to motivate and inspire a high performing team. An energetic and creative leader, the new Chief Executive will resonate strongly with the ethos and mission of Impetus and their unrelenting focus on achieving better outcomes for more disadvantaged young people.

Impetus is committed to creating a diverse environment and ensuring that all qualified applicants receive equal consideration for employment.

For further information and to download the candidate pack, please click Apply Now quoting reference 4613. The deadline for applications is 9am (BST) on Thursday 2nd April 2020.

Protecting your personal data is of the utmost importance to Perrett Laver and we take this responsibility very seriously. Any information obtained by our trading divisions is held and processed in accordance with the relevant data protection legislation. The data you provide us with is securely stored on our computerised database and transferred to our clients for the purposes of presenting you as a candidate and/or considering your suitability for a role you have registered interest in.

As defined under the General Data Protection Regulation (GDPR) Perrett Laver is a Data Controller and a Data Processor, and our legal basis for processing your personal data is ‘Legitimate Interests’. You have the right to object to us processing your data in this way. For more information about this, your rights, and our approach to Data Protection and Privacy, please visit our website.

Do you share our passion for supporting people with neuro-disabilities? Do you have a clinical background as a therapist, social worker or nurse? Would you welcome the opportunity to serve as our new CEO?

If you do, Integrated Neurological Services (INS) would like to hear from you.

Integrated Neurological Services (INS) is a unique charity. Founded in 1993, we offer long-term, holistic support to people with neuro disabilities, in particular Multiple Sclerosis, Parkinson’s Disease and Stroke.

We work closely with the NHS and local authorities to bridge the gap in their support services to people with neuro disabilities and we maintain support for people once active NHS input has ended. INS have contracts in Hounslow and Richmond providing health and wellbeing preventative services as well as supporting carers.

INS have developed a reputation for achievement and innovative approaches to integrated care in the community. We are passionate about providing support to ensure all clients receive ongoing, long-term professional support tailored to their needs. Our multidisciplinary team use an integrated model of care to encourage self-help and, through rehabilitation, education and support, enable people to manage their condition, to live as fully and independently as possible within their communities and achieve the best possible quality of life for them and their carers. 

We have also recently reached an important milestone, our 25'" anniversary, which provided us with the opportunity to reflect on what has been achieved and what we hope to achieve moving forward.

Following the recent decision by our previous CEO to leave INS to take up a new position closer to where he lives, the Board took the decision to appoint an Interim to provide oversight whilst we appoint to the substantive post.

Our new CEO will preferably be a therapist, social worker or nurse who can provide INS with the visionary leadership and networking skills to champion our ethos and continue taking us forward. Their priorities will be to champion and lead our clinical work, continue our local partnership working and look to increase funding by exploring opportunities in surrounding areas.

They will be expected to be ambitious and entrepreneurial, bring energy and a vision. They will have the ability to communicate the work, success and ambition of INS and be able to lead and motivate people effectively.

Closing date: Monday 30 March

Final Panel Interviews: Monday 6 April

If you are interested in submitting an application and would welcome a confidential and discrete conversation, please contact our advising consultant Philip Nelson at Harris Hill.

We are looking for an outstanding leader to work with the Trustees in leading and further developing the charity. The successful candidate will be someone who will inspire and empower others to share in achieving continued success in all our work.

If you have a passion for working with a great team who make a real difference for families across Essex, we would be delighted to receive your application and look forward to hearing from you. 

Families InFocus (Essex) is a forward thinking and caring organisation dedicated to improving the quality of life for all Essex families with children and young people with any special educational need or disability (SEND).

Our mission is:-

“to provide support for children and young people (aged 0 to 25) with any special educational need or disability (SEND) by ensuring that they, their families and carers receive quality information, advice, practical and emotional support. In particular, through the provision of advice, information and support to improve the education and development of, and relieve the poverty for children and young people with SEND, to enhance the stability and quality of life for the whole family. A central consideration will be the emotional needs of all concerned”.

Our excellent reputation and established relationships within the local Essex community have been earned over many years delivering quality services to meet the needs of our service users.

We are looking for an exceptional individual who will lead and drive the continuous development of Families InFocus (Essex) and ensure that its work makes a real difference for families.

You will be:

• An experienced and empathetic leader

• A strategic thinker

• A proven relationship builder

• Someone who has a track record of successful income generation

Full Job Description

Purpose of the Job 

To work on behalf of the Board of Trustees, in accordance with our mission, aims, values and objectives:-

• To develop and deliver the strategic and operational plan and financial budget to ensure the ongoing sustainability, growth and success of Families InFocus (Essex).

• To raise our profile and act as a strong figurehead for the charity, a positive ambassador with our stakeholders, clients, partners, funders and networks and a confident, inspiring and empathetic leader for staff and volunteers. 

• To ensure service users’ views and aspirations are taken into account for all service delivery and development. 

  Main responsibilities 

  Strategy planning and development: 

• To develop the charity’s strategic plan in conjunction with the Board of Trustees in response to key strengths, weaknesses, opportunities and threats.

• To manage the charity effectively, ensuring that its financial security and risk management is maintained and enhanced. 

• To lead the development and implementation of strategic goals, objectives and financial plans to meet both the short term and long term goals and aspirations. 

• To take overall responsibility for achieving, monitoring and reporting on performance against funders’ targets and in all areas of the charity’s activities. 

• To develop a culture of continuous improvement throughout all aspects of the charity’s work including maintaining and building relationships with key partners, funders and community networks. 

• To keep abreast of the opportunities and challenges facing local third sector organisations and keep up to date with changing legislation/developments in local or national government initiatives which could affect the charity.

  Operational Leadership: 

• To lead the development and implementation of operational plans in support of our strategic and accountability frameworks ensuring the organisation provides high quality services and meets its charitable objectives.

• To ensure that the organisation has effective policies and procedures including the management of human resources, safeguarding, finance, health and safety, information, communication and premises, and that these meet relevant legislative requirements and agreed quality standards.

• To manage the day to day operations of the charity, ensuring that staff and volunteers are effectively deployed and receive regular supervision, support, training and annual appraisals.

• To lead key projects including those bringing significant changes for the organisation, ensuring that risks and threats are robustly managed. 

  Financial management: 

• To be accountable to the Board of Trustees for the overall financial health of the charity, controlling budgets, expenditure and management accounts ensuring that income and expenditure is within financial plan targets. 

• To secure adequate funding and resources to meet income targets and objectives, including through bid submissions to grant making trusts, foundations and statutory funders, charity fundraising events and other fundraising activities.

• To maintain and build excellent long term relationships with funders, donors and supporters.

• To develop and implement an effective sustainability plan to identify and diversify income streams and maximise new fundraising opportunities for income generation.

• To identify and put in place an effective and robust risk management strategy and framework to enable the charity to support its objectives. 

  Robust governance  

• To foster excellent working relationships and ensure systems and structures are in place for the Board of Trustees to fulfil its statutory and regulatory requirements and exercise effective control of the charity’s affairs. 

• To report to the Board on progress against key strategic objectives, providing information and answering for organisational performance. 

• To advise the Board in all aspects of leading the charity, including short term and long term strategic planning for the financial welfare of the organisation. 

  Person Specification

  Qualifications

  Essential

• Educated to degree level or professionally qualified by suitable demonstrable experience e.g. management, health, education, social care, or community development. 

  Experience and knowledge

  Essential

• Minimum of 3 years’ experience in a senior management role. 

• Demonstrable experience of strategic and operational planning, service development and project management, including monitoring and evaluation. 

• Demonstrable experience of human resources management and good practice in the recruitment, management and development of staff and volunteers.

• Demonstrable experience and a proven track record of bid writing and successful funding applications to generate income and meet challenging income targets.

• Demonstrable acumen and experience of organisational financial management including budget control and reporting.

• Demonstrable experience of effective fundraising within the non-profit and charity sector.

• Experience of developing and maintaining relationships with a diverse range of clients, stakeholders and partners including local third sector organisations and statutory agencies.

• A good understanding of the governance, legal requirements of a charity and company limited by guarantee.

• Understanding of quality assurance frameworks and standards. 

  Desirable

• A good understanding of the needs of families of children and young people with any special educational need or disability.

• Experience of working in the voluntary and/or statutory sector. 

• Experience of delivering front line services in a community setting. 

• Experience of service level agreements, contracts, tendering and commissioning. 

  Skills & Abilities

  Essential

• Ability to inspire and lead an organisation. 

• Excellent people management skills. 

• Excellent interpersonal, oral communication and written communication skills. 

• Excellent skills in financial management.

• Excellent IT and presentation skills. 

• Ability to think strategically. 

• Ability to prioritise and work effectively towards strategic service goals, meet funders’ targets and deadlines.

• Ability to remain calm and focussed under pressure. 

• Ability to manage own learning and attend training courses as needed.

If you are interested in applying please click the ' Apply button' and send your CV and a covering letter explaining why you're suitable for this role. 

The Freedom Fund is a leader in the global movement to end modern slavery.  We identify and invest in the most effective frontline efforts to eradicate modern slavery in the countries and sectors where it is most prevalent. Partnering with visionary investors, governments, anti-slavery organisations and those at risk of exploitation, we tackle the systems that allow slavery to persist and thrive. Working together, we protect vulnerable populations, liberate and reintegrate those enslaved and prosecute those responsible.

The Freedom Fund has programs in India, Ethiopia, Thailand, Myanmar, Nepal and Brazil. We currently support and fund approximately 140 organisations in these regions, the vast majority of which are frontline, community-based NGOs. We also work to influence global policy by commissioning and sharing research and amplifying the voices of our partners.

ABOUT THE ROLE

This is an exciting and demanding role for an outstanding individual. Reporting to the CEO and working as part of the Freedom Fund’s Senior Management Team, the successful candidate will be based in the London office and will take the lead on achieving the ambitious target of raising $200m by 2025. You will lead a high-performing Development and Partnerships team across the London and New York offices to advance the Freedom Fund’s global fundraising strategy, targeting governments, foundations, multilaterals and high net worth individuals internationally. You will have a proven track record of initiating and stewarding high-value relationships across sectors and geographies, and of leading a professional fundraising and grant management operation.

Experience required

• Strong commitment to the Freedom Fund’s vision, mission, values and goals, with a passion for human rights issues.
• Proven ability to win multi-million fundraising commitments from governments, foundations, multilaterals, and high net worth individuals.
• Previous experience of working in an international development or human rights organisation at a senior management team level.
• Significant experience and a track record of successful leadership and management of internationally disbursed teams.
• Strong external liaison and negotiation skills with experience of fostering partnerships between government and other stakeholders.

HOW TO APPLY

Applications should include a CV and cover letter (maximum one page). Click Apply and quote reference number 4629. The deadline for applications is 9 am GMT on Monday 6th April 2020.

The position is based in London, UK and the salary is commensurate with the seniority of the appointment.

The Freedom Fund is an Equal Opportunity Employer and encourages candidates of all backgrounds to apply for this position. Applicants must be eligible to work in the UK.

The Freedom Fund is committed to the importance of meaningful survivor inclusion and leadership. As such, particular consideration will be given to applicants with lived experience of trafficking and/or forms of modern slavery.

Protecting your personal data is of the utmost importance to Perrett Laver and we take this responsibility very seriously. Any information obtained by our trading divisions is held and processed in accordance with the relevant data protection legislation. The data you provide us with is securely stored on our computerised database and transferred to our clients for the purposes of presenting you as a candidate and/or considering your suitability for a role you have registered interest in.

As defined under the General Data Protection Regulation (GDPR) Perrett Laver is a Data Controller and a Data Processor, and our legal basis for processing your personal data is ‘Legitimate Interests’. You have the right to object to us processing your data in this way. For more information about this, your rights, and our approach to Data Protection and Privacy, please visit our website.

Fixed Term Contract: 14 months

Location: London or Cardiff  

Are you an experienced and dynamic leader with a track record of managing fast paced and high achieving teams? Can you lead an organisation smoothly through significant growth and change? Are you committed to improving humanitarian outcomes? Can you inspire others, develop talent, and communicate with impact?

We are looking to recruit an Interim Chief Executive Officer to lead our organisation during the maternity leave for our CEO. We are looking for an exceptional individual to provide effective leadership and oversight of our organisation through a period of exciting growth whilst ensuring we continue to deliver against our ambitious strategy.

Elrha is a leading actor in the humanitarian system focused on research and innovation. We work to improve outcomes for those affected by crises by ensuring that humanitarian practice is based on evidence of what works, and tools and techniques used are continually improved through research and innovation. We fund and support research and innovation projects around the world, working in partnership with humanitarian organisations, the international research community, the private sector and other actors engaged in research and innovation.    

Elrha has recently secured major new funding to expand our programmes and our global reach. The interim CEO will lead the organisation through a period of exciting growth and expanded delivery.

We are looking for an individual with substantial experience in leading organisations in the not-for-profit sector. You will be able to inspire and support a high-achieving team through a period of significant growth whilst ensuring we continue to meet our strategic goals and be fully responsible for enabling the organisation to deliver our ambitious workplan.

To be successful you will need to have significant experience in similar leadership roles with a track record of managing growth and delivering results in a fast-paced environment. Motivated by Elrha’s vision and values you will bring the ability to combine long term vision with an eye for detail, inspiring confidence in staff and colleagues alike. You will be flexible and hands-on and will have exceptional interpersonal skills.

Please include your salary expectations for the position in your personal statement.

We are committed to the safeguarding and protection of children in our work. We will do everything possible to ensure that only those who are suitable to work with children are recruited to work for us. This post is subject to a range of vetting checks including a criminal records disclosure.    

If you share our mission, are passionate about making it happen and strongly believe you can contribute then join us and we'll give you every opportunity to succeed. We look forward to hearing from you. 

Planned interview date: Thursday, 16 April 2020, London  

Success Charity is seeking to appoint a senior manager with experience of leading a small start-up organisation to provide guidance and leadership and to develop and implement the charity’s long-term strategy, budget and business plan.

This post is both operational and strategic as we are looking for someone to manage, lead, shape and develop the charity’s key services which include proposed new rehabilitation services, peer support and client engagement programmes, research and data management projects.

You will have a can-do attitude and a hands-on approach. You will be self-sufficient, methodical, organised and able to communicate effectively with a wide range of stakeholders, from survivors and families to health and medical professionals. Knowledge of the charity, health and social care sectors is essential.

Specifically, we are looking for someone with strong operational and project management skills. You will need to have recent experience of planning and delivering client facing projects, (ideally within the health sector), and demonstrable success in tracking project milestones and deliverables.

Principal Tasks and Responsibilities:

• To advise the Trustees on the strategic direction of the charity and to implement board decisions
• To lead the corporate management of the organisation, including responsibility for governance, financial management, income generation and communications
• To promote SUCCESS’s mission, aims, values and business objective

 A full job descrption, person specification and Success charity overview is attached with this advertisement

An exciting opportunity to be an EA to CEO at a housing association based within London.

Client Details

A housing association in London.

Description

The EA to CEO will be responsible for:

• Diary and inbox management
• Undertaking research on behalf of the CEO
• Organising events
• Preparing agendas, reports and presentations
• Managing the CEO budget

Profile

The EA to CEO will have:

• EA experience
• Experience of working in a busy and demanding work environment
• Microsoft office skills
• Great communication skills, both written and verbal
• A can-do attitude

Job Offer

A salary of £35,000, plus annual leave and pension

The Role

nasen is looking to recruit an experienced Personal Assistant to support the Chief Executive and service the Board of Trustees. If you have a high level of administrative competency, excellent time-management skills, with the proven ability to prioritise tasks then we would love to hear from you.

Who We Are

nasen (National Association for Special Educational Needs) is a membership charity organisation that supports all education practitioners. We provide: Continuing Professional Development (CPD), resources, advice, information and much more to enable all staff to meet the needs of all their pupils.

Role Objectives

• To provide administrative, executive and secretarial support for the Chief Executive Officer.
• To service the Board of Trustees.
• To provide day-to-day logistical support for the London office.

Responsibilities

The Personal Assistant provides high quality support to the Chief Executive in all areas, anticipating needs and ensuring that support provided is fit for purpose and high quality. The Personal Assistant will:
• Manage and maintain the Chief Executive’s diary, including helping to make the best use of time through effective weekly, termly and annual calendar management.
• Manage the Chief Executive’s telephone calls, email and wider correspondence including sensitive and confidential correspondence, on a daily basis.
• Prioritise correspondence for action, giving consideration to deadlines and making judgements about which items need to be dealt with by the Chief Executive and which can be more appropriately dealt with by other staff.
• Co-ordinate workflow, including providing written or verbal briefings that may be complex in nature.
• Use initiative and judgement to anticipate and research information needed by the Chief Executive to inform planning and preparation for significant internal and external meetings, conferences and events.
• Organise travel arrangements, including reservations, appointments and itineraries for the Chief Executive’s journeys within the UK and overseas.
• Organise meetings, including any associated administration and arrangements for catering/hospitality.
• Draft selected memos, emails and other documents (e.g. policies and procedures) on behalf of the Chief Executive for a variety of internal and external audiences.
• Complete expenses paperwork and other paperwork as required by the Chief Executive.
• Proof-read documents and publications prior to distribution.
• Maintain and develop filing systems, operational procedures and technological solutions for the secure retention of information and the retrieval of such information as required.
• Prepare agendas and papers and ensure agreed actions are tracked and completed through maintaining an action log.
• Organise Leadership Meetings and take minutes for these and other meetings as required.
• Service the Board of Trustees and be the main contact for the Chair and other board members.
• Organise and service other meetings as required by the Chief Executive.
• Provide support for the wider Executive Leadership Team as agreed by the Chief Executive.
• Provide day-to-day logistical support for the London office, as required.
• Undertake other duties and responsibilities as required, appropriate to the grade of the post, as agreed with the Chief Executive.
• Undertake training and development as requested.

Person Specification

Please see attached.

How To Apply

To submit an application, please select 'Apply Online' and submit your CV and covering letter addressed to the Chief Executive, Professor Adam Boddison.

The first round of interviews will be conducted electronically.

Current Benefits

• 25.5 Days annual leave excluding public holidays (plus one additional day at Christmas and Easter)
• Flexible hours (to be agreed)
• 8% Employer Pension contribution
• Enhanced parental leave
• Employee Assistance Programme
• Supported professional development
• 10% London weighting
• Friendly and relaxed atmosphere
• Dog-friendly workplace

Privacy Notice

Please visit our website.

We are looking for an experienced, personable Executive PA who also has HR experience to join a national childrens charity.

The Charity A national childrens charity.

The Role
Act as executive PA to the CEO providing diary management and proactive PA services as required. This will require a solid understanding of the business of the charity and the ability to assist in the prioritisation of the work load of the CEO. There will also be a requirement to support the other directors (x3) as required but to a lesser extent.
Issue prepared Board papers in advance of Board meetings and arrange meeting details. Attend Board of Trustee meetings and act as minute taker.
Minutes to be written up and approved by the CEO.
Maintain central file of all employment contracts and employment related correspondence including offer letters, PDRs etc.
Responsible for BreatheHR holiday and sickness reporting and access to Staff Handbook.
New starter inductions and onboarding paperwork including arranging DBS checks.
Office Manager responsibilities including Landlord liaison for the office premises; ordering of office supplies and equipment maintenance; and, ad hoc projects.

The Candidate
Experience as an Executive Assistant with some HR experience or a HR manager who is happy to provide EA support.
Office Manager experience.
Knowledge of the on boarding process and employment contracts.
A flexible individual who has a hands on approach.

IMPORTANT NOTE

Our aim is to respond to all successful applications within 5 days. If you havent been contacted within 5 days your application has been unsuccessful and your details will not be held further but we positively encourage you to apply for any other positions that you may see in the future.

We apologise that we cannot contact everybody in person but thank you in advance for your interest.

Third Solutions encourages applications from individuals of all ages & backgrounds. Appointment will be made on merit alone but candidates must be able to demonstrate their ability to work in the UK. Third Solutions acts as an employment agency for permanent recruitment & an employment business for temporary recruitment as defined by the Conduct of Employment Agencies & Employment Business Regulations 2003.

22.5 hours per week - Normal working days Wednesday to Friday, some flexibility and evening working required/occasional cover for the PA to the Chief Executive.

About us:

Princess Alice Hospice is one of the top ten adult hospices in the UK, providing specialist palliative care and support to a community of more than a million people living in Surrey, south west London and Middlesex.

About the role:

We are looking for an executive assistant with recent experience of coordinating and providing a full range of administrative support at non-executive board and senior executive level.

As a registered charity our trustees, who are volunteers, are responsible for the oversight, governance and strategic direction of the Hospice. They discharge these duties through a non-executive Board and five key committees, Clinical Strategy & Governance, Finance & General Purposes, People & Communities and Income Generation.

You will be responsible for administrative support to the Board and committees – ensuring that the meeting cycle runs smoothly, servicing meetings and acting as a key point of contact and liaison between trustees, volunteer committee advisory members and the organisation. You will also be providing administrative support to the Chief Executive and other members of the senior management team.

You will be an experienced executive assistant, with excellent organisation, prioritisation and planning skills. IT literate and comfortable with technology, you will be used to taking meeting notes in real time using a laptop and producing accurate and concise minutes promptly for review by the Chair. We are adopting a “paper light” approach to all of our meetings, so experience of board/meeting management software or systems would be an advantage. You should also have an understanding of corporate or charity governance, or be willing to learn.

This role would suit someone who can be flexible on their working hours/days. Board and committee meetings are held in the early evening and on meeting days you would be required to start and finish later in the day. You will also be required to cover for the PA to the Chief Executive who works Monday to Wednesday, so need to be able to work additional hours or spread your hours over the full week on an occasional basis.

Closing Date:  22nd March 2020 Interview Date: 31st March 2020

Please visit our Privacy Notices section to understand and be aware of how we use the data you provide to us.

We are looking for a very organised individual, with strong written and verbal communication skills, to support the CEO, team and Board of Trustees and ensure the smooth running of the Community Foundation. 

You will join a small, busy, friendly and capable team and have opportunities to work across a variety of projects and spheres, including contact with other community foundations nationally.

PLEASE NOTE THAT BECAUSE OF THE CORONAVIRUS CRISIS WE ARE UNABLE TO PROGRESS RECRUITMENT FOR THIS ROLE. WE ARE LEAVING THE ADVERTISMENT UP AND WILL LOOK AT YOUR APPLICATION SHOULD YOU WISH TO SEND IT IN, BUT WE ARE UNABLE JUST AT PRESENT TO GIVE A TIMESCALE FOR A RESPONSE. AS THE SITUATION REMAINS SO UNCERTAIN, WE ARE NOT YET SURE WHEN AND IF WE WILL READVERTISE. 

WE ARE SORRY ABOUT THIS AND LIKE EVERYONE ELSE HOPE TO BE BACK TO NORMAL AS SOON AS POSSIBLE. TAKE CARE.

Duties and key responsibilities

Personal Assistant to the CEO

• Manage and coordinate the CEO’s diary, including arranging meetings and schedules.
• Manage and arrange UK and worldwide travel, visas and accommodation for the CEO.
• Monitor and administer the CEO’s expenses and credit card records.
• Draft correspondence for the CEO as appropriate and supports the communication lines between the CEO and the Trustees, including induction and training.
• The PA and Operations Officer is required to attend MAP Board meetings, Sub-committee meetings, Senior Management Meetings and Staff Meetings. They are responsible for:
  • Arranging suitable venues and refreshments are available
  • Preparing and distributing agendas and papers
  • Taking minutes of meetings and recording actions
• Manage, administer or develop relationships and projects on the CEO’s behalf.
• Ensure efficient electronic filing systems are maintained in the Governance and Facilities folders as and when requested.

Facilities

• Ensure that building maintenance and office space issues are managed proactively and engage contractors where appropriate.  Invoice and collection of Insurance & Rent from MAP Annex building (Flat 1 and Flat 2).
• Ensure effective communication with suppliers including the ordering, installation and maintenance of the alarm and keyholding systems, office equipment and furniture, keys, telephones, stationery, and other equipment required for the smooth running of the office.
• Liaise with support contractors with regards to the maintenance of office equipment, including telecoms equipment and cabling, photocopiers, fax, Franking Machine and kitchen equipment.
• Manage contract cleaning, recycling, and waste disposal companies.
• Ensure that the communal areas are maintained clean and tidy and manage the provision of sundries in the kitchen.
• Ensure that the post is delivered and collected daily.
• Liaise with the HR Manager to ensure that a Health and Safety Risk assessment is carried out and actioned yearly, and to act as Health and Safety Co-ordinator to ensure that MAP meets all its health and safety obligations.
• To arrange appropriate insurance for equipment, premises, employers and public liability and travel.
• Welcome visitors to the office and ensure all visitors are dealt with courteously (meeting/greeting/coffees etc).
• Develop and rollout a call management system at MAP.
• Co-ordinate all incoming and outgoing mail, taxi, and courier requirements.
• Maintain a petty cash tin under the IMPREST system, including payment of volunteer expenses and ad hoc purchases for the office.
• Book travel arrangements, including travel insurance, when required for UK office staff, guests, and those visiting from MAP’s overseas offices.

HR Administration

• Manage HR system for any variances and ensure that all performance management, leave, TOIL and sickness records are properly recorded.
• Ensure that forms are issued and returned in time, and that any follow up action is documented and actioned on time, with all documentation being filed on relevant personal files.
• Organise interview arrangements for candidates and other recruitment administration such as filing interview forms etc.
• Ensure that all new staff in UK, including volunteers, receive relevant joiner information and that they receive HR/Facilities/ Health and safety Induction. Also receive DSE link and any follow-ups.
• Liaise with the HR Manager on matters regarding staff training, and to make appropriate bookings and issue documentation to all participants.
• Support HR Manager with various HR projects.
• Support cascade of HR priorities in MAP country offices.